CSEC Office Administration Paper 1 May/June 2007 - Free CXC Past Paper with Answers

An organisational chart is used to

show informal relationships

outline the duties of positions

show lines of authority

draw up job specifications

An application for the position of despatch clerk was addressed to the company. To whom should the mail clerk send this application?

Administrative Officer

Your manager has information regarding the impending merger of your firm. Fears are being expressed that jobs will be lost. How should he communicate this information to the staff?

Confidential letters

Which of the following factors contribute to good interpersonal relationships within a company?

I. Respecting self and others II. Being punctual III. Using one's initiative IV. Accepting responsibilities

Which of the following measures can be used to improve office efficiency?

I. Good communication II. Skills training III. Merit programmes IV. Incentive schemes

One indication of good interpersonal relations in an office is the

number of memoranda circulated among employees

number of visitors to the firm

type of duties that employees are required to perform

manner in which employees speak to each other and to visitors

Which of the following machines is used to neatly arrange several sheets in order?

Where is the subject line placed in a letter?

Before the salutation

After the salutation

The telephone answering machine is particularly useful

when trying to avoid high telephone bills

for getting messages when the office is closed

for transferring calls from one department to another

when the firm has no official telephone operator

Which of the following pieces of equipment is used for stamping mail?

You are travelling to a country which is one hour ahead of your time. If your plane departs at 12.00 noon and your flight takes one hour and fifteen minutes, at what time will you arrive at your destination?

Which of the following is NOT an advantage of oral communication?

There is instant feedback.

Communication is two-way.

Only a few can participate.

A confidential letter addressed to your employer is received in a torn condition. You should

return the letter to the mail department

attach a note to the envelope and deliver by hand to your employer

put the letter into a new envelope and take it to your employer

refuse to accept the envelope from the mail department

A statement of account shows details of the I. amount due II. prices of the individual goods III. invoice number IV. description of the goods

Which of the following is NOT appropriate for the use of a credit note?

Gift vouchers are presented

Goods are overcharged

Too few goods are sent

The letter-opening machine is used to

open bulky envelopes

remove remittances from envelopes

open the flaps of envelopes

cut away the edges of envelopes

A clerk was asked to file some purchase orders in chronological order. These documents should be arranged by

When faced with insufficient space for storing inactive files, firms may consider using

The filing system in your office is to be changed from the alphabetical system to the numerical system. How would this change affect the filing system?

There will be less confusion with files of similar names.

It would be cheaper.

Expansion of files would be easier.

The filing clerk can work more efficiently.

Appointments for each day should be written in a diary

in the correct time sequence

at regular intervals

clearly and concisely with a pen

in pencil and when confirmed, in ink

When a file has been requisitioned, the information regarding the loan of the file should be recorded on

The receptionist MUST ensure that the reception area is tidy at all times because

it is his/her responsibility

it gives a good impression of the firm

visitors can move more freely

visitors will feel comfortable

Why should a receptionist keep a Reception Register?

To identify callers when they arrive

To prepare a list of clients

To make a list of callers

To remember who visited the firm

One of the duties of an accounts clerk is

preparing contracts of employment

preparing debit and credit notes

completing invoices for goods

directing workers to the payroll clerk

The Notice and Agenda of an annual general meeting are usually sent out to I. standing committees II. statutory committees III. board members IV. shareholders

All of the following items of business are discussed at an annual general meeting EXCEPT

declaration of dividends

making arrangements for a very important person

election of directors and auditors

presentation and adoption of the company's reports and accounts for the previous year

Minutes of a meeting can be described as a

For which of the following reasons is it important to keep an attendance register at meetings?

To prepare name cards for members

To ascertain the arrival times of members

To ensure a permanent record of members present

To arrange the seating accommodation for members

When there is an equal number of votes 'for' and 'against' a motion the Chairman should

A quorum is constituted of the

minimum number of members to be present for a meeting to be called to order

specific executive members who must be present for a meeting to be conducted

executive members of the committee present at the meeting

number of members present at a meeting

You were interviewed for a visitor's visa to travel to another country. You were asked whether you intended to work in that country. You replied, "yes" and you were not granted the visa. Why were you turned down? I. A work permit is required to work in another country. II. It is illegal to work on a visitor's visa. III. The government wants you to use your visitor's visa to visit sights in their beautiful country. IV. The government wants you to enjoy your visit free from work.

Traveller's cheques should be countersigned

before taking it to the person accepting payment or cashing it

as soon as it is issued

in the presence of the person accepting payment or cashing it

at the hotel before taking it to the person accepting payment or cashing it

Your employer is on a business trip in another Caribbean territory and urgently requires additional money. The BEST way to send money to her is by

international bank draft

electronic money transfer

Letters of credit are given to individuals

travelling abroad on business for their firm

wishing to bank large sums of money abroad

wishing to purchase goods on credit

who have purchased goods on credit

One requirement for obtaining a passport is that the applicant must

be over 16 years of age

complete an application form

be gainfully employed

Persons wishing to travel abroad could take out insurance coverage on their I. life II. home III. vehicle IV. baggage

An unsolicited letter of application may be written when

a job is advertised in the newspaper

a company advertises for a vacancy

you apply enquiring about a vacancy

a company's application form is made available

There is a growing feeling among staff that concerns about their general welfare are being overlooked by management. What is the FIRST action that should be taken by staff to improve the situation?

Request a meeting with the Human Resource Manager.

Take industrial action.

Inform the trade union.

Insist that the head of the organisation meet with workers immediately.

The BEST possible source of information on job opportunities is the

classified advertisements

Clare Lee is paid a basic wage of $8.00 per hour for a 40-hour week and $9.60 per hour for overtime work. Last week Clare worked 48 hours. What was her total wage for the week?

Which of the following duties is the clerk in the accounts office responsible for?

I. Keeping records of the firm's debtors II. Preparing the payroll of workers III. Operating the internal intercom IV. Completing and despatching bills to customers.

In which of the following departments of a large company are you MOST likely to be interviewed for a job?

There are many ways a new employee can seek to familiarise himself with the organisation. Which of the following sources can a new employee use to familiarise himself with the organisation?

Contract of Employment

A firm which handles a large number of invoices during the month may increase its efficiency by using a

The maximum level recorded on the stock card helps the accounting clerk to

maintain good communication with stores

control the amount used on an item

ensure the amount to be ordered is not exceeded

allow sufficient funds for an item

Which of the following details is NOT included on the cash disbursement sheet used in petty cash?

The name of the person receiving the funds

A summary of the funds spent

The date on which the money was paid

The balance in the cash pan

Which of the following BEST describes the purpose of the petty cash fund?

For prevention of theft by employees

For making small payments conveniently

To reduce clerical work

To store cash efficiently

Which of the following abbreviations is used in the documentation of sales?

The term 'minimum level' on the stock card refers to

the least amount of stock a business can afford

the lowest balance of stock allowed

the smallest batch that can be bought

the amount allowed to the manager

What should a clerk do if the number of items being delivered is less than that shown on the delivery note?

Reprimand the delivery agent and refuse to accept delivery.

Return the goods and ask for urgent delivery of the correct order.

Accept the delivery and ask the company to send the outstanding items.

Write the shortage on the delivery note before signing for receipt of the goods.

Which is the BEST method of processing inventory data?

Which of the following statements is NOT relevant to the stock card?

It shows information relating to the maximum quantity of stock kept.

It is used to maintain the stock at the required level.

Each stockroom item is recorded on a separate form.

An inventory can replace this form since it gives the same information.

A planning master for factory work includes details of the

distribution process

stock re-order levels

Mrs Browne wants to make a sales presentation using well-prepared and colorful transparencies. She should use the

An invoice dated 6 May was billed for $500 and allowed a trade discount of $2\frac{1}{2}$ per cent. The terms were 2/10, N/30. If the customer pays the bill on 19 May, the amount payable is

Which of the following BEST describes the MAIN function of the factory or works control office?

Completing progress record cards

Organising production activities

Distributing the right tools and materials

Providing a safe system of work for all workers

Mr Joe, an exporter, wants to ship his products to another Caribbean island. Which of the following documents is NOT necessary?

Insurance certificate

Follow-up letters are sent after an application when

no reply is received

one year has elapsed

completing the application form

Which of the following should be done if no mention is made of promotional opportunities when you are being interviewed for a job and you are interested in having such information?

Ask about it in a follow-up letter after the interview.

Visit the office and question the employees.

Ask about it before the close of the interview.

Assume that promotion will be automatic.

CSEC Office Administration Paper 1 May/June 2007 - Free CXC Past Paper with Answers

CSEC Office Administration Paper 1 May/June 2007 Questions